Personal Assistant (Executive Office)
Location: Glasgow
Salary: Competitive + Excellent Benefits
Hours: Full Time | Permanent

Are you an experienced Personal Assistant who thrives in a fast-paced executive environment? Do you enjoy being at the heart of a business, ensuring senior leaders can operate efficiently while keeping everything running seamlessly behind the scenes?

We're recruiting on behalf of a well-established organisation seeking a highly organised and proactive Personal Assistant to support its Chief Operating Officer while also providing wider administrative support across the Executive team. This is a varied and rewarding opportunity combining executive support with responsibility for the day-to-day coordination of a busy head office.

The RoleWorking within a professional Executive Office, you'll provide first-class PA support to senior leadership, ensuring diaries, meetings, travel and communications are managed efficiently. Alongside this, you'll oversee the smooth day-to-day operation of the Glasgow head office, coordinating facilities, contractors and office logistics.

No two days will be the same, making this an ideal role for someone who enjoys variety, thrives under pressure and can confidently manage multiple priorities.

Key Responsibilities

Provide proactive Personal Assistant support to the Chief Operating Officer.
Manage a busy executive diary, scheduling appointments and resolving conflicts where appropriate.
Coordinate meetings from start to finish, including invitations, agendas, meeting papers and logistics.
Arrange UK and international travel, producing comprehensive travel itineraries and packs.
Prepare, format and proofread professional reports, presentations and executive documentation.
Act as the first point of contact for internal and external stakeholders, handling enquiries professionally.
Attend meetings, take accurate minutes and monitor actions through to completion.

Executive Office Support

Work closely with the Executive Office team to ensure consistent standards and ways of working.
Support wider Executive Committee administration when required.
Escalate diary clashes, operational issues and priorities appropriately.
Provide continuity support during periods of absence within the Executive Office.

Office & Facilities Coordination

Oversee the daily operation of the Glasgow head office.
Coordinate contractors, maintenance, office supplies and hospitality requirements.
Ensure meeting rooms are fully prepared for internal and external meetings.
Manage visitor arrangements, parking and office logistics.
Support Health & Safety compliance and escalate any issues where necessary.
Monitor office expenditure and provide updates on operational risks and facilities requirements.

You'll have:

Previous experience supporting Directors, Executives or Senior Leadership teams.
Outstanding organisational skills with the ability to manage changing priorities.
Experience coordinating complex diaries, meetings and travel arrangements.
Excellent written and verbal communication skills.
Strong stakeholder management skills and a professional, confident approach.
Advanced Microsoft Office skills, including Outlook, Word, Excel and PowerPoint.
Experience producing executive-level documents and presentations.
Minute-taking and action tracking experience.
The ability to handle highly confidential information with discretion and professionalism.
Previous experience supporting office operations or facilities coordination would be advantageous.

What's in it for You?

This is an excellent opportunity to join a respected organisation where you'll play a key role in supporting senior leadership and ensuring the smooth running of the Executive Office. You'll enjoy a varied position with genuine responsibility, working alongside experienced professionals in a collaborative and supportive environment.

If you're an organised, proactive and confident Personal Assistant looking for your next challenge, we'd love to hear from you, please reach out to Codie Smith at Pertemps.

1 Pa jobs in Greenock, Inverclyde